--- title: How do payroll integrations and reports work in Clean Smarts? description: "Learn how Clean Smarts payroll integrations work: configure your provider, connect QuickBooks or Paycom, map payroll IDs, and export approved hours." --- [Skip to content](https://support.cleansmarts.com/how-do-payroll-integrations-work-in-clean-smarts#main-content) [![](https://support.cleansmarts.com/hs-fs/hubfs/cleansmarts_logo_white_med.png?width=320&height=110&name=cleansmarts_logo_white_med.png)](https://www.cleansmarts.com/) Open main navigation Close main navigation - [Contact us](mailto:support@cleansmarts.com) [Contact us](mailto:support@cleansmarts.com) How can we help you? - There are no suggestions because the search field is empty. 1. [Clean Smarts Knowledge Base](https://support.cleansmarts.com/?hsLang=en-us) 2. [Web Portal](https://support.cleansmarts.com/web-portal?hsLang=en-us) 3. [Payroll](https://support.cleansmarts.com/web-portal?hsLang=en-us#payroll) # How do payroll integrations and reports work in Clean Smarts? ## Connect Clean Smarts to an outside payroll system, map employees and locations, and download or sync approved time for payroll. Payroll integrations connect Clean Smarts time entries to your payroll workflow. Depending on your provider, you can sync approved hours directly or download a payroll-formatted file for upload into your payroll software. **Applies to:** Account administrators with **Manage Account** access. Reviewing, approving, syncing, or exporting timesheets also requires the appropriate **Time Tracking** permissions. ### How Payroll Integrations Work Clean Smarts uses your payroll integration to format or send time data. The process usually has four parts: 1. **Choose a provider** in **Company Settings**. 2. **Connect or enter provider details** when the integration requires them. 3. **Map employees and locations** using their payroll system IDs. 4. **Review and approve time**, then sync it or download the provider-specific export. Approval and export are separate actions. Approving time prepares it for payroll; it does not automatically download a file. For QuickBooks Online and current Paycom connections, approved hours can also upload automatically when that option is enabled. This article covers integrations with an outside payroll system. If your company uses Clean Smarts embedded payroll, use the **Payroll** setup pages and **Run Payroll** workflow instead. ### Before You Start - Confirm the payroll provider and the import format your payroll team expects. - Gather any provider details, such as a company code, company ID, pay group, Paycom SID and token, or QuickBooks connection. - Make sure each employee has the correct payroll employee ID. - If your export uses location or job codes, make sure each location has its payroll system ID too. - Set up pay codes so regular time, overtime, PTO, sick time, holidays, and other earning types map correctly in the export. See [How Do I Set Up Pay Codes?](https://support.cleansmarts.com/how-do-i-set-up-pay-codes?hsLang=en-us). ### Configure a Payroll Integration 1. Click your profile in the bottom-left corner and choose **Company Settings**. 2. Open **Payroll**. The page is titled **Payroll Integration**. 3. Under **Your Payroll Software**, select your provider. 4. Complete the fields that appear. 5. Click **Save Changes**. Changing the provider changes the format used for future payroll exports. It does not automatically remap employees, locations, pay codes, or IDs from your previous provider. #### Provider-specific setup - **QuickBooks Online:** Click **Connect to QuickBooks Online**, complete the authorization window, then return to Clean Smarts and click **Save Changes**. - **QuickBooks Desktop (Web Connector):** Copy the displayed Web Connector password and click **Download QWC File**. Add the downloaded file to QuickBooks Web Connector and use the displayed password when prompted. To send updated employee, customer, or time data later, run **Update Selected** for Clean Smarts in Web Connector. - **QuickBooks Desktop (.iif import):** Enter the **QuickBooks Company Name** and **QuickBooks Company Create Time**, then save. Clean Smarts produces a QuickBooks Desktop file from the payroll export menu for you to import. - **Paycom:** Enter the **SID** and **Token**, then save. - **ADP:** Enter the **Company Code**. - **ADP Workforce Now Next Gen:** Enter the **Pay Group**. - **Asure/Evolution:** Enter the **Company ID**. - **Paychex:** Enter the **Company ID**. - **UKG:** Enter the **Company Code**. For BambooHR, EPAY, Gusto, iSolved, Manage Clean, Paylocity, Payworks, Rippling, WinTeam, and Custom exports, select the provider and save. If no additional field appears, the provider-specific setup is completed outside Clean Smarts and the export relies on employee, location, and pay-code information already configured in your account. ### Map Employees and Locations Payroll IDs tell Clean Smarts where exported or synced time belongs. #### Employees For QuickBooks Online, QuickBooks Desktop Web Connector, and Paycom, use **User Sync** on **Manage Users** to pull employees, link existing users, or import new users. See [How do I sync users using an integration?](https://support.cleansmarts.com/how-do-i-sync-users-using-an-integration?hsLang=en-us). For other providers, open each employee in **Manage Users**, open the **Payroll** tab, and enter the provider's employee number in **Payroll System ID**. Save the user profile. #### Locations QuickBooks Online and QuickBooks Desktop Web Connector can sync payroll customer accounts to Clean Smarts locations. Open **Manage Locations**, use **Location Sync**, and link each customer to the correct location. See [How do I sync customer accounts using an integration?](https://support.cleansmarts.com/how-do-i-sync-customer-accounts-using-an-integration?hsLang=en-us). For file-based exports, you can also open a location's **General** tab and enter its job, department, or customer number in **Payroll System ID**, depending on what your provider expects. > Verify IDs before the first export. A missing or incorrect employee or location ID can cause the payroll system to reject the file or assign time to the wrong record. ### Choose Automatic or Manual Upload For **QuickBooks Online** and current **Paycom**, the **Automatically upload on approval** option may appear in **Payroll Integration**. - **On:** Clean Smarts sends approved time to the connected payroll system as part of the approval workflow. - **Off:** Approved time is uploaded manually from **Approve Timesheets**. If your provider does not show this option, use its file export or the provider's supported sync workflow. The setting does not apply to every payroll provider. ### Review and Approve Time 1. Open **Time Tracking** → **Approve Timesheets**. 2. Select the correct date range or pay period. 3. Filter by location if needed. 4. Review hours, overtime, pay codes, open punches, and overlaps. 5. Correct any problems before approval. 6. Click **Approve** on individual rows or **Approve All** for the filtered period. For a detailed walkthrough, see [How do I review and approve timesheets?](https://support.cleansmarts.com/how-do-i-review-and-approve-timesheets?hsLang=en-us). ### Download Payroll Data Use this process when your payroll provider supports a file upload. Some integrations, including QuickBooks Online and current Paycom, are designed primarily for direct sync instead. 1. Open **Time Tracking** → **Approve Timesheets**. 2. Select the date range or pay period. 3. Select a location if you want to export only that location, or leave the filter set to **All**. 4. Click the **Export** button in the toolbar. 5. If available, choose the payroll provider's export option. It is labeled with the selected provider, such as **Paychex** or **BambooHR**. 6. When prompted, choose **All Hours** or **Approved Hours Only**. 7. Save the downloaded file and upload it to your payroll provider according to that provider's instructions. The provider export is formatted for that payroll system. Depending on the provider, Clean Smarts may download a CSV, spreadsheet, or QuickBooks Desktop import file. The export can include employee IDs, location or job IDs, dates, pay codes, regular hours, overtime, and pay rates as required by the provider's format. To download a general report instead of a provider-formatted file, choose **Export to Excel**, **Export to CSV**, or **Export to PDF** from the same menu. **Export to Excel detail** downloads individual timesheet entries. ### Sync Approved Hours Directly When manual upload is enabled for a supported integration: 1. Open **Time Tracking** → **Approve Timesheets**. 2. Select the pay period and location filters. 3. Click the cloud upload button. 4. Choose **Sync only newly approved hours** to send hours that have not been uploaded yet. 5. Choose **Re-sync all approved hours** when you need to send the approved period again. 6. Review the preview and confirm the upload. Use re-sync carefully. Sending the same approved hours again can create duplicates or updates depending on how the payroll provider handles time activity. ### Troubleshooting **I do not see Payroll Integration.** Your role needs **Manage Account** access. If your company uses embedded payroll, the sidebar shows the embedded **Payroll** setup workflow instead of the outside-provider integration page. **I selected a provider, but no extra fields appear.** Some providers do not collect credentials in Clean Smarts. Save the provider, then verify the employee and location **Payroll System ID** values required by your payroll import. **QuickBooks Online will not connect.** Reconnect with **Connect to QuickBooks Online**, complete the authorization window, and click **Save Changes**. You may need to reconnect after a long period without using the integration. **QuickBooks Desktop employees or customers are missing.** Run **Update Selected** for Clean Smarts in QuickBooks Web Connector. The Clean Smarts web portal cannot pull Desktop employee or customer lists on demand. **The payroll export is missing an employee.** Confirm the employee has time in the selected date range, the user is included in your filters, and the employee's **Payroll System ID** is correct. **Time is assigned to the wrong employee or location.** Check the employee's **Payroll System ID** and the location's **Payroll System ID**. For QuickBooks integrations, review the User Sync or Location Sync match and correct it before exporting again. **I approved hours, but no file downloaded.** Approval only changes the time status. Open the **Export** menu and choose the provider-specific export when your integration supports one. If your integration uses automatic or manual upload instead of a file, use the cloud upload control when it is available. **The provider export is unavailable or fails.** Some integrations use direct sync or a separate provider workflow instead of a downloadable payroll file. Use the cloud upload control for supported direct-sync integrations, or download a general Excel/CSV report and follow your provider's import requirements. **The export contains the wrong dates.** Confirm the selected pay period and your company's workday start in **Company Settings**. 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